We've all had embarrassing email stories. Sending emails to the wrong people, forgetting to include attachments, sending offensive emails on a whim, and making stupid spelling mistakes are just some of the many email mistakes we all hope to notice when we are aware of them. Email recall is one way to fix these errors.
In this article, we will learn how to recall emails in Outlook.
Contents
What does it mean when you recall an email?
When you recall an email, it means you're taking proactive steps to make sure it doesn't reach the recipient. Reminder emails give you the opportunity to prevent important or sensitive information from falling into the wrong hands, or simply undo a mistake before it's too late. This process varies by email service provider. So how to recall emails in Outlook may be relatedHow to recall emails in gmail.
Recall sent email request in Outlook
You and your recipients should have Microsoft 365 or Microsoft Exchange email accounts in the same organization to recall sent emails in Outlook.
Therefore, you cannot recall messages sent to Gmail, Yahoo or any other email client. Outlook on the web doesn't have the ability to recall emails.
Unable to recall messages protected by Azure Information Protection. Also note that messages that have been opened by recipients cannot be recalled.
A quick guide to recalling emails in Outlook
- Open Outlook > Go ToEmail sent> clickinformation>action>withdraw this message.
- To confirm the withdrawn message, please checkTell me if the recall was successful or not for each recipientcheck box.
- You need Exchange server email, and both you and the recipient must be using Outlook to complete this process.
How to Recall Outlook Emails
Here is the detailed email recovery process:
Step 1 - Select an email in Outlook to recall the message
Open Microsoft Outlook and go to Sent Items to select the email you want to recall.
Step 2 - Recall information
In the ribbon area, you will see that the Actions tab has an option - Recall this message.
If you have a simplified ribbon, you probably won't see the Actions tab there. In this case, open the sent message you want to recall and click on the three dots in the upper right corner of the ribbon. In the drop-down menu, you will find the Actions tab.
Once you have selected the "Actions" tab, the "Recall this message" tab option will appear on the right.
Step 3 - Delete unread copies and optionally compose new messages
After clicking on "Recall this message", a new Outlook window will appear. You have two options to undo a message:
- Delete unread copies of this message
- Delete unread copies and replace them with new messages
Select the desired option. If you want to know whether the restore was successful or not, select the Restore succeeded or failed check box.
Click OK to recall the message.
Step 4 - Confirm the withdrawn message
You will receive an on-screen confirmation message informing you that the message has been withdrawn.
See also:12 Cold Email Tips
You will receive a notification if the message is successfully recalled.
Recall messages in Outlook on the web
Outlook on the web doesn't have an option to restore sent items. But you can unsubscribe within 10 seconds.
Here's how:
Step 1 - Review all Outlook settings
Click the gear icon in Outlook on the web and go to View All Outlook Settings.
Step 2 - Set the cancellation cancellation deadline
Go to the Compose & Reply section and scroll down the drop-down list to find the Undo Send tab. Set the cancellation time to 10 seconds.
Currently, the cancellation time cannot exceed 10 seconds.
Step 3 - Undo send button
Create and send emails in Outlook on the web. At the bottom of the email box, you'll see a popup with an undo option.
Click Undo to stop sending the message.
Alternatives to recall sent Outlook emails
If you are unable to use the restore feature in Outlook, here are some alternative ways to recall sent Outlook messages:
Send an honest apology email
Making mistakes is only human. If you quickly realize your mistake, your best bet is to send an honest apology email. Be sure to explain in detail why you are apologizing and how you will ensure it doesn't happen again in the future. You can also help with any problems that may be caused by your mistakes.
ask for further conversation
You can ask for a follow-up conversation if you feel it would be better to resolve the issue in person or over the phone. This will give you the opportunity to explain the situation and apologize in person or over the phone.
Delay sending Outlook emails
Many factors determine the fate of a withdrawal request. Many times e-mail recall fails.
A safe alternative is to delay sending emails from Outlook. This will give you enough time to check your emails later to see if everything is okay.
Here is how to delay email sending in Outlook:
Step 1 - Manage rules and alerts
Click on the three dots in the upper right corner of the ribbon and hover over Rules. Click the Manage Rules & Alerts tab.
Step 2 - Apply the new rule
Click the New Rule tab in the Rules and Alerts popup. A new Rule Wizard window will open. Select the "Apply rules to messages I send" tab and click the "Next" button.
Step 3 - Confirm the application of the rule
Now the Rule Wizard will ask you which conditions do you want to check?
Leave nothing checked and click Next. A confirmation screen will appear informing you that this rule will be applied to every message you send. Click Yes.
Step 4 - Late Delivery
A new Rule Wizard window will open asking what you want to do with the message. Check the Delay delivery box and edit the rule description to select the number of minutes you want to delay sending emails.
Step 5 - Name and enable the rule
Click the "Next" button and a new window will open where you can create exceptions to this rule. Uncheck each box and click "Next".
In the new Rule Wizard window, you can give the rule a name. Click Finish. and apply the rules.
Now if you send an email, Outlook will delay delivery by 5 minutes. The message will remain in your outbox during this time and you can make any changes to it and resend it.
How to recall Outlook emails by adding a delay
Delays can be added to emails you don't want to send right away for any reason. If you want to delay sending a reminder email, follow the steps below.
Step 1 - Open Outlook
When Outlook opens, click the buttondocumentIn the top left corner.
Step 2 - Manage rules and alerts
After clicking on the three dots in the upper right corner, hover overrulethen clickManage rules and alerts.
Step 3 - Select a new rule
You will see a pop-up where you can set various rules. to choosenew rules.
Step 4 - Apply the rules
A new window will appear above the old one with many options to choose from. ClickApply the rules to the messages I sendThenNext.
Step 5 - Set your desired delay
At this point you will see different criteria to choose from, but leave it as it is and clickNextthen clickSoon the confirmation screen. Click the checkbox next to itDelay delivery by a few minutesactivate it. Click the link in the sentence and set the desired delay.
Step 6 - Add exceptions as needed
In this step you will be able to add exceptions. If one of them is good for you, go for it. Otherwise, clickNext.
Step 7 - Name your rule
In this last step, you can name your rule. Click after namingEndYour new rule will be saved and activated.
How to determine if e-mail recall is successful
You can easily tell when an email has been successfully recalled in Outlook because the recall is successful at the beginning of the subject line of the email.
Differences between different versions of Outlook
In general, most of the services offered by Microsoft are not much different and offer similar options. Although this guide was created for the latest version of Outlook, as long as you use the guide as a general outline, you can proceed and still find the restore option. If you can't find this option in your version of Outlook, it may not be supported.
Why is my reminder email not working?
Here are some possible reasons why your reminder email isn't working:
- You and the recipient don't have a Microsoft 365 or Microsoft Exchange email account in the same organization
- The recipient opened the message
- The message was redirected by the recipient to a different folder or because of Outlook rules
Do email reminders look the same in different versions of Outlook?
Yes, email reminders are the same across different versions of Outlook. However, in Outlook 2007, some options have slightly different names. If you choose to revoke an email in Outlook 2007, you will have the option to "Delete unread copies" instead of "Revoke this message". Both Outlook 2010 and Outlook 2013 give you the "Recall this message" option.
Do recipients know if you recalled an email in Microsoft Outlook?
Yes, recipients will know if you remembered the email in Outlook.
How long does it take to check if rollback was successful in Outlook?
It may take from a few seconds to several minutes to check if the withdrawal was successful in Outlook. The time it takes to process a recall request depends on the size of the email and the number of recipients. If you send a large message, it may take longer to respond. Also, if there are multiple recipients, Outlook may need to process the recall request for each one, which also increases the time it takes to verify that the recall was successful.
Is there an email retraction date in Outlook?
No, there is no deadline to retract emails in Outlook. To successfully undo an attempt in Outlook, the recipient must not have an email open. Unfortunately, this means there's no guarantee that the recipient won't open the email before the recall attempt. But it's still worth trying to recall the email if you make a mistake or need to update the content.
at the end
Outlook is a very powerful email tool, but it's even more useful when you're doing researchOutlook productivity tipsAnd learn how to use its features to your advantage. With e-mail recall, you can be sure you'll never send a message you'll regret. While Outlook doesn't automatically handle restore requests, by following the simple steps in this guide, you'll be able to quickly start using this handy feature manually.
While Outlook's restore feature isn't perfect, it can still save your life, especially if you can't undo your emails. To avoid having to use the paging function, practice wellEmail EtiquetteReview the message before clicking "send" to avoid embarrassing or costly mistakes.
How to recall messages in Outlook without tabs?
Recalling messages in Outlook without tabs is easy. All you have to do is clickdocumentthen clickaccount settings.Then go toe-mailand searchtypoption. Once you've made sure your "Microsoft Exchange/Office 365" account is listed, you'll see a restore option as long as everything is enabled.
How to view retractions in Outlook?
To check the status of the recall, just open the Sent folder, click on the specific email you recalled, then click on the Track button on the bar. Repeat this process for each email you want to check the rollback status for.
How to recall emails in Outlook after 1 hour?
You can recall a message in Outlook as long as the recipient hasn't opened the sent email. In that case, just go toinformation, Thenaction, then clickwithdraw this message.When the pop-up menu appears, select the option from which you want to send a recall request.
Do you remember the emails you sent?
Yes you can. To do this, just open Outlook and go toEmail sent.Then click on the email you want to recall, selectaction, then clickwithdraw this messageBut as mentioned above, if the recipient has already opened the email you sent, you won't be able to recall it.
How to make a mailing list in Outlook?
This isHow to create a mailing list in Outlook.To goDomthen selectnew thing>More items>contact group.then incontact groupto chooseadd members>Outlook contacts.Then select a contact from the list and add it to the group by selectingmember.You can add other members as needed. Remember that email etiquette is important when sending emails to your mailing list. Look at theseAn example of an email greetingHelp create the perfect message.
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FAQs
How to Recall Emails in Outlook: A Step-by-Step Guide? ›
To recall and replace a message
Click Delete unread copies and replace with a new message or Delete unread copies and replace with a new message. Note: If you are sending the message to a large number of people, you may want to clear the Tell me if recall succeeds or fails for each recipient check box.
To recall and replace a message
Click Delete unread copies and replace with a new message or Delete unread copies and replace with a new message. Note: If you are sending the message to a large number of people, you may want to clear the Tell me if recall succeeds or fails for each recipient check box.
- Click “File” > “Account Settings”
- Click “Account Settings” again and navigate to the “Email” tab.
- Look for your account and the “Type” column.
- It needs to say “Microsoft Exchange” for message recall to be an option.
The original message must still be unread in order for Recall to work. If the message has been “read”, then the recipient will still receive a request that you want to Recall the message, but it won't occur automatically. It will be up to the recipient to delete the original themselves.
How do I recall a message in Outlook 365? ›- Open the Sent Email item. In Outlook, navigate to Sent Items and open the email that you want to recall.
- Open Recall This Message. In the ribbon (menu bar) click on Move Actions and select Recall This Message. ...
- Choose if you want to recall or replace the message. ...
- Wait for the recall to complete.
If you recalled an email and you want to check its status, open the Sent Mail folder and select the original email you recalled. Next, click the Tracking button to view the recall status. If you think you received an email that was then recalled, you can check it with the Recover Deleted Items feature.
What does a successful email recall look like? ›If the recipient opens the message about the recall first, the original message will be deleted, meaning the recall was a success. If the recipient opens the original e-mail first, the recall will be unsuccessful.
Where is Outlook recall button? ›A Quick Guide to Recall an Email in Outlook
Open Outlook > go to Sent Items > click Message > Actions > Recall This Message. To confirm a recalled message, check the Tell me if recall succeeds or fails for each recipient check box.
- Open Outlook and go to your Sent Items folder.
- Double-click to open the email you want to recall. Find the Actions dropdown and click 'Recall This Message'.
- In the Recall This Message dialogue box, select the option you want: ...
- Click 'OK'.
The recall status might show "Pending" for up to several minutes. The more recipients there are, the longer it can take. Microsoft will continue trying to recall for up to 24 hours. Access to this report will expire after 7 days.
How do you recall a message? ›
Find the email in Sent Items and double-click it. Next, click the Message tab, and pick More Move Actions. Click Recall This Message. In the pop-up window, choose the options that suit you best, delete the original message or substitute it with a new one and click the box to receive a recall status notification.
How do I recall an email in Outlook app? ›Double click the message that you want to recall > navigate to the Message tab and click the dropdown menu for Actions. Among the options, choose Recall This Message.
Can you delete an email that was sent? ›Recall an email with Undo Send
If you decide you don't want to send an email, you have a short time after to cancel it. Right after you send a message, you can retract it: In the bottom left, you'll see "Message sent" and the option to "Undo" or "View message". Click Undo.
Now you choose what you want to do: recall the message, which means that you want to try to delete the message from the recipient's Inbox, or replace the message, which means you want to delete the original message and replace it with a new one.
Will Outlook tell you if a recall was unsuccessful? ›To attempt to Recall an email in Outlook go to your sent items and double click the email to open it in a new window. You will receive and email letting you know if the email was recalled successfully or failed.
Can you reply to a recalled email? ›So if you want to "comply" with a recall, and you see the recall before you read the message, just delete the message. Otherwise, if you already read the original, delete the message and the recall; and if you really want to be nice, you can let them know in a separate reply that you read their message.
What does it mean if someone would like to recall an email? ›A recall is the removal of an email from the recipient's Inbox. • The email sent can only be recalled if it was not read or previewed by the recipient. •
What are the recall symbols in Outlook? ›The Recall icon is a blue arrow over the envelope – a failed recall icon includes a red x.
Can you pull back a message? ›In most cases, you can't unsend a text message you've already sent on your Android. Once you send a text in your Android's built-in texting app, it's out of your hands.
Can you recall an Outlook email sent externally? ›You cannot recall a message if using the web-based version of Outlook. The recall feature will not work if you are emailing someone outside your organization.
How do I cancel send and receive in Outlook? ›
- Select Send/Receive > Send/Receive Groups > Define Send/Receive Groups.
- Select All Accounts > Edit.
- Select the account you want to remove and uncheck the Include the selected account in the group option, then select OK.
No, unfortunately, it is not possible to recall an email in Gmail a day after you send it. Once the maximum cancellation period (30 seconds) is over, and there's no way to use the Undo Send feature anymore.
Can I recall an email I sent to someone? ›If you decide you don't want to send an email, you have a short time after to cancel it. Right after you send a message, you can retract it: In the bottom left, you'll see "Message sent" and the option to "Undo" or "View message". Click Undo.
How do I recall Gmail after 2 hours? ›Unfortunately, you cannot unsend a message in Gmail after one hour. You can only recall it within 30 seconds of sending it.
Can you Unsend an email? ›If you are writing mail in your android, after sending an email, it will show you an option written: “Sent,” and with that in the bottom left, you will see another option, “Undo.” You have to select the “Undo” option instantly to unsend your mail.
How do I recall an email after 2 days? ›- On your computer, go to Gmail.
- In the top right, click Settings. See all settings.
- Next to 'Undo Send', select a Send cancellation period of 5, 10, 20 or 30 seconds.
This will simply delete the sent emails from your Gmail account and would move them to the Trash folder.
Is it possible to Unsend an email in Gmail after an hour? ›Is it possible to unsend an email in Gmail after an hour has passed? No, it's not possible to unsend an email in Gmail after an hour. Gmail's "Undo Send" feature only allows for a maximum delay of 30 seconds to recall an email.
Will an email Unsend if I delete it? ›As long as the recipient has not opened or read the received email. You can simply undo a Gmail message by clicking “Undo Send” if you decide to recall an already sent email. There is, however, a time caveat to this.
How long can you Unsend an email for? ›You have ten seconds to change your mind after you send an email. Tap Undo Send at the bottom of the screen to pull back the email.